Electronic File Processing (EFP)

Valora offers comprehensive electronic file processing services for clients who can’t otherwise obtain these services within their own organizations. Often, it is simply more convenient for Valora to serve as the convenient, one-stop shop for ESI processing tasks as well as data analytics, coding/indexing, review and hosting, allowing clients to simply provide raw data as they receive it.

Valora’s ESI culling, filtering, analytics and processing services are all conveniently provided from our Bedford, MA (USA) processing center, which operates 24 hours a day, 7 days a week. Your project will be managed by a professional, dedicated Project Manager and our Professional Services and Technical Operations processing teams. All ESI processing work is fully integrated with our other services, which you can watch in real-time via our BlackCat DataVisualization and Hosting interface.

Valora utilizes state-of-the-art culling and filtering techniques to help narrow down your document population, often by 60% or more. Incorporating industry-standard practices of de-duplication, filtering, and de-NISTing, with cutting edge emerging technologies like categorization, conversation-threading and predictive analytics, Valora applies the best technologies to the project, in an integrated high-volume workflow.

Having processed well over 22 billion pages of critical documents in our 17 years of operation, Valora has seen and managed virtually all types of ESI data, from multiple email systems, databases, web repositories and fileshares to legacy data, backup tapes, converted paper files, even international and foreign language data.Talk to us about your ESI and what makes your project a unique challenge.

“If it’s 5GB or less, we tackle it in-house. Over 5GB, we call Valora.”

Litigation Support Manager , AmLaw 250 Law Firm

What is Electronic File Processing (EFP)?

EFP is a government acronym for Electronic File Processing, a term coined years ago by the US Department of Justice, and a required services offering for all Mega services contractors (which Valora has been since 2003). Simply put, EFP is any kind of processing or task that manipulates electronic files in some way, typically into some other type of format(s) from how they were original created or collected.

For example, converting a TIF image to a PDF image is a simple form of EFP. Extracting metadata and text from a native file is a more complex type of EFP. Performing sophisticated, multivariate data mining and analytics across a broad swath of historical data is yet an even more complex type of EFP. One hallmark to EFP processing is that the original file format and contents are unharmed and unaltered by the EFP processing. Instead a new set of files is created, usually mapping 1:1 to the original input files in a repeatable manner. The resultant EFP conversions or results are then used in place of the original ESI, often in a reduced footprint and/or a more easily accessible format for additional processing, searching or viewing.

Example Usage Scenarios for EFP

Documents have been collected or prepared as multi-page PDF files and need to be converted to TIF image and text, as separate but related, file formats. (This is sometimes done to accommodate rapid processing capabilities, as TIF & text images are much smaller in size, thus faster to load or render in high-volume processing systems.)

Documents are in compressed email message storage systems, such as Microsoft Outlook (.msg, .pst, .ost formats), Mozilla Thunderbird, Google Gmail or Lotus Notes, and need to be considered individually.

Native files need to be rendered to image so as to be viewable in a hosting platform that does not support native or on-the-fly rendering. Sometimes native files require image rendering for productions to other parties.

Routine analysis and searching of data for compliance purposes, such as for improper protocols or language use, disclosure of PII or sensitive information (SI), or security violations.

Important Things to Know and Ask About EFP

1. EFP can mean lots of things. Typically, it means converting one type of ESI into another. EFP is often charged per GB processed, but sometimes there are charges for incoming GB and outgoing GB, depending on the nature of the processing or conversion work. In rare instances, charges can be assessed per file, so be sure to check which pricing mechanism is being used to assess charges for EFP work.

2. There has been considerable marketing and media coverage of EFP processing (sometimes called EDD) and the outrageous expenses and pitfalls involved. EFP is often very simple and can be accomplished for minimal cost outlay. Don’t be frightened off by jargon or large data volumes.

3. There are some very simple data culling steps that you and /or your client can perform yourselves, that will save you considerable money and effort down the line. Think about where and how data has been stored. Is any of it duplicative? Can it be easily wholesale removed without significant consequence? There are easy scripts that will remove non-viable document types (such as executables, graphics, system files or other non-content-rich material). Similarly, simple searches may help reduce wholly irrelevant files very easily and cost-efficiently. Most in-house IT departments can manage such tasks easily.

4. EFP processing results are typically only forecasts until the EFP is actually performed. Much ESI is compressed in its storage and must de-compress (that is, expand in size) to be processed. This will increase the volume of data (increase the GB count), often by as much as 2-3x. Be prepared for this increase, particularly in data populations that have a significant amount of email in .pst or .ost format (Microsoft Outlook).

5. Not all ESI files can be converted or extracted into something else. Occasionally the process fails because the original file is corrupt, password-protected or otherwise compromised. All EFP processes have a small percentage of errors or non-processable results (usually < 2%). Strong service providers should alert you to this occurrence, as well as point you to the specific files causing the problems.

6. Despite how it may look in the EDRM, ESI conversion is not necessarily a “standard” step in a litigation or discovery process. Native material can easily be hosted without any EFP conversions. Make sure you absolutely need EFP before you order it!